Executive Personal Assistant

Closing Date: 2025/04/16

Reference Number: MMH250317-2

Job Title: Executive Personal Assistant

Position Type: Permanent

Role Family: Administration

Cluster: Momentum Life

Remote Opportunity: Some of the time

Location - Country: South Africa

Location - Province: Gauteng

Location - Town / City: Centurion

Introduction

Through our client-facing brands Metropolitan and Momentum, with Momentum Multiply (our wellness and lifestyle rewards programme), and our other specialist brands, including Guardrisk and Eris Property Group, the group enables business and people from all walks of life to achieve their financial goals and life aspirations. We help people grow their savings, protect what matters to them and invest for the future. We help companies and organizations care for and reward their employees and members. Through our own network of advisers or via independent brokers and utilizing new platforms, Momentum Metropolitan provides practical financial solutions for people, communities, and businesses. Visit us at www.momentummetropolitan.co.za.

Disclaimer: As an applicant, please verify the legitimacy of this job advert on our company career page.

Role Purpose

Ensure the smooth running of the business by providing effective administrative assistance to the Head of the department (Line manager), and support the rest of the department with administrative tasks.

Requirements

• Grade 12 or equivalent qualification
• Office administration, secretarial or equivalent qualification
• 4-8 years' relevant experience (essential)
• Exposure to supporting a manager or team (essential)
• Exposure to office management (essential)
• Exposure to the insurance industry (desirable)
• Exposure to events management (desirable)

Knowledge

• Relevant business system (preferred)
• Computer literacy
• Knowledge of Microsoft Office
• Budget management

Duties & Responsibilities

Internal Process

• Proactively manage, coordinate and maintain the diary of the Departmental Head of the business unit.
• Diary coordination with internal and external stakeholders.
• Manage and update BU email groups.
• Coordination and updating of the BU headcount data.
• Coordinate all aspects of meetings, workshops, internal trainings and functions (venue logistics, catering) according to line manager’s requirements, and within budget parameters.
• Administrative support for meetings and workshops (collate, compile and distribute agendas, presentations, minutes within agreed timeframes).
• Manage travel arrangements for Line manager and the entire department, according to agreed business process and budget parameters.
• Arrange break-aways - Manco, year-end functions, etc.
• In the course of executing administrative tasks, manage housekeeping issues with the relevant service provider and ensure queries are resolved within agreed Service Level Agreements.
• Manage the office environment - aircons, ensure office space is optimal (desks, chairs, etc.)
• Onboarding of new employees in the BU: coordination of logging Jira’s for the profile and equipment set up.
• Capturing of all internal and external training within the BU.
• Communication: coordination for all BU related communication and ensuring that it comes from the correct mailbox.

CLIENT

• Provide authoritative expertise and advice to clients and stakeholders.
• Build and maintain relationships with clients and internal and external stakeholders.
• Deliver on service level agreements made with clients and internal and external stakeholders in order to ensure that client expectations are managed.
• Make recommendations to improve client service and fair treatment of clients within area of responsibility.

Competencies

Skills

• Verbal and written communication skills
• Problem-solving skills
• Planning and organising skills
• Interpersonal skills
• Professionalism
• Confidentiality
• Typing skills
• Project management

Behavioural Competencies

• Interacting with People
• Embracing Change
• Checking Things
• Making Decisions
• Following instructions
• Following Procedures
• Team Work
• Meeting Timescales
• Showing Composure